Leadership Team Minutes - October 03, 2018

Presentations:

Library Website:

• Julie Ballou and Kellie Delaney presented the option of bundling the website with the Library Market package for the calendar and meeting room software already purchased.
• An alternative software product was discussed.  The vendor was removed from consideration due to an inability to provide a bid for the website only.
• The group agreed that the Library Market product was a viable option for the website.

American Archives Month:

• Risa Sargent proposed the use of an audio medium, SoundCloud, to tell the Special Collections story using podcasts.
• The group requested additional information, including the goals and objectives of the program. Ms. Sargent will prepare a more detailed proposal for presentation at a future meeting.

Reports:

Administration:

• At the SMG meeting on September 20th, discussion included:
• The approval process to move funds within the same account, but in a different location-DED approval required on any amount up to $2,500; amounts over $2,500 require Executive Director approval;
• Outside vendors working with the Library should provide background checks for their volunteers.  This requirement should be included in the vendor’s MOU.
• Inside bins for the new recycling program will be placed onsite at the libraries and exterior bins will be removed.

Finance & Business: Business Office, Development & Volunteer Services.

• The annual inventory is being finalized with a report of missing items being released to the Leadership Team for review.
• Libraries are supporting the 40^th Friends membership drive by building friendship themed displays.
• The LET Literary Voices author dinner will be held in the fall beginning in 2020.
• The Lee Brawner committee of the LET nominated the Sonic Corporation for the Lee Brawner Award that will be given at the next Literary Voices event.

Human Resources/Learning & Development:

• An update was provided regarding the status of current vacant positions.
• The HUM staff has re-distributed the work load to expedite the hiring process.
• There are 365 staff registered for Staff Development Day; 279 full-time and 86 part-time.
• All staff received their first choice of breakout sessions for Staff Day.

Operations: Facilities Maintenance, Marketing, Planning & Assessment, Security:

• Pouring of the new patio at NW will begin on October 15^th.
• The bid for restroom doors at Capitol Hill will be released the week of October 15^th.
• Discussions are ongoing with the City of OKC regarding repair of the inoperable elevator at the Downtown Library to see if they will assist with repair costs.
• Roofing is in process at the new Bethany Library.
• The Library Card Sign-up Month final results have been posted to the Intranet.
• The kick-off meeting to discuss the Village renovation was held on October 2^nd.
• The incident reporting system is being reviewed by the work group.
• Work continues on the creation of a new staffing formula for Public Services.
• A lease agreement for the café space is in process.
• An Operations Town Hall is planned for later this month.
• There have been personnel changes with contract security vendor G4S, resulting in several new guards being posted.

Public Services: Central Information Services, Collection Anywhere, Engagement & Program Services, Libraries, Outreach and Special Collections:

• EPS has provided DVS with a Summer Reading proposal and tip sheet for donors.
• The Ralph Ellison staff is working to identify alternative community sites for AARP’s tax help this year.
• A workgroup has been formed to review the OLA membership reimbursement process.
• The DED / Public Services position is posted.
• The Regional Director interviews are scheduled.
• Articles in The Gazette, Journal Record and Oklahoma Humanities Magazine will be published later this month that include information provided by the staff of the Special Collections Department.

Technology: Information Technology

• An update was presented on the Google project.
• IT is preparing for this year’s computer purchases, consisting of over 200 desktops and new computers for the Bethany Library.